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2 Project Architecture: The subject Change and Project Management at the Hochschule Ludwigshafen is tought by Mrs. Monika Huber. Our chairperson was Mrs. Alexandra Ege who works in International office in the school. The system how we worked was as followed. We were supposed to create groups and were given tasks to do. The first step was to come with a project and the second one to realize the project. We also had to write a seminar work about our project at the end of the semestr. Our team consisted of 8 members. Out of these members were 3 exchange students- Nehir Erdinc, Ebubekir Turhan (Turkey) and Andrea Freisová (Czech republic). Other 5 members are germans- Natalia Mizina, Alex Helck, Paul Bobrow, Nboyem Urichine Lucrece, Laurent Chouakwe Mbakop. Our project is called International day in the school. The reason why we choose this topic is that our team formed of many people from different countries. As written above there were various nationalities in our team. Eventhough we mentioned that 5 members are german they were not always born in Germany.For examplle Natalia was born in Ukraine, Paul Bobrow in Russia, Lucrey and Laurent in Cameroon. The only person born in Germany is Alex Helck. He also lives the whole life in Germany. Each member of the team had some task to do. Everyone had to prepare a presentation about a home country. This presentation should inform about the country, e.g. what we can do there, what places and interesting monuments we should

3 visit and what should we try from the traditional food and drinks. We also had to prepare some traditional food from our country and present it to the visitors of International day at school. We had to prepare many things before the International day. We asked the International office at the school if we are allowed to organise our project (event) in the class and if so, than which class is free on the 14.May at 13pm. The most used tool for communication with the students was Facebook. We invited many students for the event on Facebook. Other promotion channel were flyers with the important information about the International day. These flyers were created by a professional graphic designer especially for the event. We also made a deal to have the graphic free of charge. According to the project we were supposed to find out a sponzor. Firstly we asked the student organisation Asta which provided us with a contact to Mrs.Schorat-Waly. This lady was impressed by our project and donated us some financial sources for the event. We used the financial sources mostly for food and decoration. Our stakeholders had different levels of reponsibility and authority while participating on the project. Identifying people, understanding their relative influence on a project, and balancing their demands, needs and expectations are critical to a success of the project. The reason is that absence of the roles could lead to delays, cost increases, unexpected issues, and other negative results. We keet contact and gave information regularly to each other. We must also keep in touch with our sponsor closely beside the team because she provides resources and support for our project. Sponsor generally leads the project through the initiating process until it s formally authorized and plays significant role in development of the initial scope and chart. However in this project is the situation so that Mrs. Huber act like our sponsor and donated us some finance at the beginnig, then we found our a real sponsor. Our visitors/ customers are students who study at the Hochshule Ludwigshafen. And also we stayed in a contact with external people for the project.

4 Project timeplan focusing on milestones and action plan Our first project was organizing a barbeque party for students. Our strategic benefits - that we thought- are to help exchange students, to integrate in Germany & german culture and to help in learning a language. Then we change our project, because of the reason that it should include more social characteristic and should contain more benefits. Afterwards we decided that our new project is International Day in the school. Our new project s benefits are an entertainment for students, improving cooperation with students, relationships with German students, giving information about our home countries and tell about different cultures. Our action plan was the process that guides our day-to-day activities of our project. Firstly we started the process of a planning which we need to finish, when it needs to be done, by whom it needs to be done, and what resources or inputs are needed to done. While we prepare our plan, we considered our strategic objectives and how handle this operation. We determined the elements. For instance; a statement of what must be achieved, spelling out of the steps that reach our objectives, making schedule when each step must done and how long it takes time, clarification of who will be responsible for making sure that each step is succesfully completed, and describing our resources that are needed. Because of that we made task definition and job-sharing. We prepare our action plan under two aspects. One aspect is that when to do it, other aspect is that how to plan the time needed to carry out our activities. (Shown on Action Plan Table) Firstly we made planning about our project. We organized our regular meetings, because we knew that we need to following up planning processes and should do reviews. We decided that our regular meetings will be on Tuesday at same time in Mensa. We made our first regular meeting on 8th April. After our first meeting, we started with our Project on 31th March. We thought that using communication platform can be useful. Because of that, we create Whatsapp group that name was International Day for better communication. Thus, we connect easliy each other about meetings and project details.. We generally started our meetings with short introduction. We always discussed the tasks of each other. If we agreed about the task, we worked on it. If we did not agree,

5 we continue discussion and took a look to initial sketch of ideas and conceptions. We always focused on our benefits and targets. We splited of function in the group. It means that somebody took care about marketing, somebody was resposible for a financial issue. For instance, we made Facebook event, designed flyers which we put in the school for marketing. We looked for a sponsor. We talked about financial plan and focus on that determining budget, how much we need and how overcome the costs. We determined who will be responsible for communicate with sponsor and paying bills. We determined that we make presentation about our countries and prepare some traditional food. Then, we discussed the event s details and we decided an event date. Our event date was on 14 th May. Then we tried to get permission from the school. We researched which class can be avalible on this day. Then we reserved the class. Communication is always the most important issue in projects. Because of we took this topic seriously we tried to communicate with our guest by Facebook and flyers. We created facebook event and reminded our event regulary. Repeating of the promotion provided that the guests to remember the event. And also the flyers were designed by professional designer. We printed and distributed our flyers. We also decided to find volunteers that present his/her country. We chose our chairperson and organized meeting with her. In next meeting, we discussed and decided presentation details such as time of presentation and topic of it. Every member of the group had to make presentation in the lenght of minimum 15 minutes. We talked about our traditional and typical food. We decided that everybody should prepare traditional food and should provide us with a typical drink. We decided that every presentation must be ready to discussion until next meeting(06/05/2014). And we made meeting with our chairperson about event and told her about our details. On 6th May, every group member had to show to each other her/his presentation. We evaluated it and discussed about presentation and fixed some points. Our financial manager applied sponsor for budget. Our sponsor accepted the project and gave us the permission. Paul who is our financial manager gave us information about our budget. He also told us limitations and requirements. Than we decided that everybody had to do shooping at limits and should prepare traditional food until on 14th May. On 14th May is date of our event. The event was started at 13:00pm. We met together in the school at 11:00am before the event. We prepared things for our visitors in the class, check the electronic devices. We prepared the table for introduce our food and other stuff such as plastic glasses, plates, tissues. Natalia and Alex did a welcome speech. And then each project member present his/her country. We had volunteer presenter that comes from South Korea. Her name is SeoJung Jing. She presented her country. During the event, we organize small contest and asked to participants questions that were relevant to the countries. We gave small present to the winner. All participants tasted different food and beverages. Everybody enjoyed and learned about different cultures and countries in this event.

6 After event, we met for making documentation and to close the project. Outputs are shown us that our activities have successfully finished. We decided that everybody had to write his/her own part of project. Milestones are indicators that mark a significant change or stage in development. Milestones is an actions or events that indicate that a deliverable or a set of deliverables has been achieved within the defined stipulations. In our project contain 6 main milestones; these are begin to project that means planning the project, find financial budget, finding chairperson, communication with customers,and stakeholders, completing preparing presentation, complete the preparing traditional food and making event on specific date. (It called as release date in litterateur.) These are significant point or event) in the life of our project. Our milestones is identified in the chart above. Aspect of project schedule (time frame), our project consist of 7 main periods. Each period is approximately 1 week. And, at the end of the project we made closing meeting. Before, we mentioned about every period in detail above. Milesstones shown major deliverables and key factors. Because of that we prepare action plan and describe every task clearly. It makes easy to job-sharing. And also our action plan enabled us to see at a glance when our busiest periods are and provide us time to prepare for them in advance. Our action plan is as below:

7 Action Plan Task/Activities Time Frame Responsible Person Costs/Inputs Task Status 1 Planning Until 8th April All Member All members of time (8 Closed hours) On 31st March All Member All members of time (1 hour) Organizing Regular meeting / Closed Kick of Project Communication *Create Whatsapp group for On 31st March Paul Paul s time (10 minutes) Closed communicating eachother *Contact to Chairperson From 15th April Andrea/ Nehir Andrea s and Nehir s Closed Until 22nd April time (1 hours) *Communication with guest From 15th April All of members Closed Until 15th May Create a facebook event From 15th April Nehir Nehir s time(1 hours) Closed Until 22nd April Reminder of event From 22nd April Nehir Nehir s time (30 min) Closed Until 14th May Design flyer From 15th April Andrea Closed Until 22nd April Print flyer From 15th April Laurent Laurent s time and Closed Until 22nd April photocopying costs. Distrubuting flyer From 15th April Andrea Andrea s time(30 min) Closed Until 22nd April Booking the class Until 15th April Paul/ Alex Paul s and Alex s time (1 Closed hours) Detecting to require technical Until 22nd April All of members All members time Closed equipment (Total 10 minutes) Find volunteer to present their Until 22nd April Andrea/ Nehir Andrea s, Nehir s and Closed counties /Ebubekir Ebubekir s time (Total 3 hours) Until 13th May Andrea/ Nehir Closed Confirm numbers of attendance of eventday Find Budged / Doing Until 15th April Paul Closed Aggrement Determine content of Until 22nd April All of members All members time (1 Closed presentation and duration of hours) presentation Preparing presentations Until 6th May All of members 1 manday per members Closed + our guest s presentation (total: 7 manday (invlude our guest s presentation ) Checking presentations On 6th May All of members All members time (4 hours) Present presentations On event day On All of members 14th May All members time 6 hours per member (Total: 42 hours) *Laurent was ill. Because of that he could not participate the Closed Closed

8 Do shopping for food Until 13th May All of members All members time 3 hours per member (Total: 21 hours) Preparing Traditional Food On 13th May All of members All members time 3 hours per member (Total: 21 hours) Buying gifts Until 13th May Alex/Paul Paul s and Alex s time (1 hours) Controling and testing room/ On 13th May Andrea/ Nehir technical equipment Welcoming Speech on event day On event day On 14th May event Closed Closed Closed Alex/Natalia Natalia s and Alex s Closed time. 10 minutes per person (Total: 20 minutes) All of members All members time Closed Serving Food On event day On 14th May Feedback interviews Until 19th May All of members All members time 30 minutes per member (Total: 3,5 hours) Closing Meeting On 20th May All of members All members time 1 hour per member (Total: 8 hours) Closed Closed Project Time Line Tasks: Kick of Planning Find Financial budget Finding Chairperson Communication Preparing Presentation Preparing Food Submit our event Closing Meeting 31th March 3th April 8th April 15th April 22th April 22th April 3th May 13th May 14th May 20th May

9 Picture - Project Team Picture While we served the food.

10 Picture While we served the food. Picture Traditional food

11 Picture- While our volunteer present her country Reflections: Our project is that organizing event of International Day. Our aim is decreasing communication with international student and understand effect of different culture. We prepared traditional foods and presented our counrty. I and other my Turkish friend mention about our country, our values, our behaviours and meaning of being Turk. At the begining of the project, we had a problem about deciding the topic. When we were presenting our topic, as you know, one of our friend changed his mind and told us and audiences his new idea. This situation also could be in business life. Because of that creating clear target and being sure that everybody understand and join is important for project. And also involve the right people in project is important. We ensure that each member of the our project team participates in defining the goals of the project, including his or her own goals. We discuss this issue, and understand his different perspective and we persuade our friend about our scope. Because project managemet include cross over collaboration. We take a decision and solve the problem. Our next step is identify our scope, resources, time, strategic benefits and possible infulence other factors. Because project require defining level of knowledge, skills, tools and tecniques. Simply, project management processes are planning, executing, monitoring and controlling, and closing. Becuase of that, firslty we start planning.

12 Project involves uncertainity. Because of that forecasting and planning is important. We made task definition, job-sharing. Team sinergy is important, because people have different backround. Especially our team is really international. Everybody have diffrent culture and competency. If you do global busineess, probably you can face to face same issues. These diffirenciations reveal that how difficult focus on the same point. And also I see attitudes and behaviour are completely different. Another issue is language. In meeting, team members spoke each other own languages, and it creates disconnection. To solve this problem, in meeting we review our task and make clear. After change project, team members are dissatisfied with this situation. And our project team manager motivated the people, explain changes and why have to change the project. Project managers should work with project sponsors, project team and other people involved in a project to meet project goals. In my opinion, communication is really important in this situation. During the project, some conflicts and problem can be possible. For instance, one of project member was ill on event day. Because of this reason, we aware of impprtance being equipped with backup plan or somebody. Because of the same reason, to involve the right people in project is important. In fact, the management of each project poses unique problems, but all projects have common characteristics. I try to understand these characteristics and change my mind about project management. As I mentioned above, project involves uncertainity. I learned that work hard and hope for the best and effort into a rational process. We also organize regular meetings. In this meetings, we create our guildines and milesstones for ensuring receive our aim on time and within budget. We dont have any problems about project sponsor. Our project sponsor provides us funding for the project. In meetings we share own tasks and state of task. We prepare our action plan. Our action plan is the process that guides the day-to-day our activities of our project. And also I learned that change management is the process, tools and techniques to manage the people-side of change to achieve the required business outcome. We focus on our resources, motivation and solution. At the end of the project, outputs are shown us that our activities have successfully finished. I evaluate the project aspect of me. I review our project and I ask myself these question. For instance; How did we do?, Did we achieve our objective and meet our success criteria?, What did we learn and what lessons can be shared with others?. I think we receive our objective and learn too much things for using in the future. Prior to this project I was unaware of all the actions that were required to make such a change in an project. Throughout the project I may have shared some personal opinion of our project, and I feel the information provided was well suited in order to make the point of the our project. I found this project work to be somewhat exciting, because it allowed me to look into the cracks and nooks of the project management. This project work has provided me with knowledge and facts needed to make great decisions in my personal life as well as my professional career. I will be more carefull during the project. Thank you very much Mrs Huber.

22 Ebubekir TURHAN The Project is related with Change and Project Management which is given by Mrs. Monika Huber. Our Project is International Day due to everybody of our team is from different countries, that is why we chose this topic so as to do it as a project. What does International Day include? It includes variety, which means that in this project you can see lots of information about most countries and their traditional foods and drinks. There were Ukraine, Turkey, Czech Republic, Russia, Cameroon as well as Germany. First of all, when our team took this project, we had to decide our plan and duties of the team members. Because when you face to face with professional organization, you have to share duties among team members, otherwise; everybody wants to do something, but there will be nothing at the end of the project. The time we have to be professional, we should examine everybody s duty. That is why our project s parts were shared. How did we decide people s responsibilities? Of course, it was in our first meeting with the team because we did not need to lose our time. Therefore, when I talked with the team, everybody said we could decide our duties ourselves. It was really good idea due to people can know their capability about what they can do their best for this project. Thus, everybody chose their duties. For instance, if I choose to find a sponsor for the project, I could not handle because I just came to Germany 3 months ago. I don t have any contact from business area. So Paul took this duty which was researching and finding a sponsor. In addition, Alex was also our manager of project. He had to follow everybody s duties to take under control. Nehir and Andrea found chair person who was Alexandra Ege from International Office of the university. It was really helpful because she is also interested with international students all the time, which mean we could get benefit from her participation. And Laurent s duty was taking print out about our all needs for the project. In any project you can give people s duties but in all condition you have to control what they are doing during the process of the project. Also, for example, my duty was communicating with international students from our university especially ERASMUS students and exchanges, but it was not just my duty. I also did lots of thing related with the project.

23 It is known that to communicate with people to invite them for our international day may really easy via whatsapp group as well as facebook group. But the significant thing is to be sure about who will able to come exactly in the project s day. Therefore, just invite people is not enough, you have to interest people about the project, otherwise; they may say to you okey we will come as an answer but they can forget the project day, if they aren t affected from your invitation in a positive way. When you invite people, you have to take their attention before the organization day. If they start to wonder the project, they will come in all conditions. That is why my main target for the project was inviting foreign people. In this process, one of the problems was you invited many people, but you cannot know in advance how many people will be there in the project day. It is the same problem in every organization. So I did not just invite people and finished my duty. I was always keeping touch with people I invited until project day to remind.

24 When invited guest came to our project, firstly we started with the presentation about everybody s home country. Foreign people was interested with different kind of information about many countries. When it was my turn, I started to make a presentation about Turkey. But many people know lots of thing about Turkey; I had to take their attention more before they tired about Turkey. And I took a selfie which is common recently in all over the world during the presentation. It was so useful and easy to take people s interest for the rest of my presentation.

25 This behavior helped people to feel comfortable. When we finished our project, we got professional experiences about doing a project whole. Our guest also got benefit from the international day. They contacted each other as well as gave different information to each other about their countries.

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